HomeMy WebLinkAboutMINUTES - 12042012 - SD.3RECOMMENDATION(S):
CONSIDER and ACCEPT a semi-annual report of the County's Small Business Enterprise program, reflecting the
level of participation in County contracting opportunities for registered Small Business Enterprise (SBE) firms in
accordance with County policies, for the semi-annual reporting period January 1, 2012 through June 30, 2012, as
recommended by the County Equal Employment Opportunity Officer.
FISCAL IMPACT:
None.
BACKGROUND:
In August 1998, the Board of Supervisors adopted the Outreach Program to promote broad outreach to all businesses,
including minority business (MBE), women (WBE), disabled veteran (DVBE), small (SBE), local (LBE), and other
(OBE) business enterprises. In December 13, 1999 the Board approved the Small Business Enterprise (SBE) Program
for the purpose of providing small businesses a larger proportionate share of County business and contracting
opportunities. As a result of recent program amendments, the SBE Program currently applies to County construction
contracts, professional/personal services contracts, and purchasing contracts in amounts of $100,000 or less,
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 12/04/2012 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYE:John Gioia, District I Supervisor
Candace Andersen, District II
Supervisor
Mary N. Piepho, District III
Supervisor
Karen Mitchoff, District IV
Supervisor
Federal D. Glover, District V
Supervisor
Contact: Vicky Mead,
925-335-1907
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board
of Supervisors on the date shown.
ATTESTED: December 4, 2012
David Twa, County Administrator and Clerk of the Board of Supervisors
By: June McHuen, Deputy
cc:
SD. 3
To:Board of Supervisors
From:David Twa, County Administrator
Date:December 4, 2012
Contra
Costa
County
Subject:Consideration of Small Business Enterprise Program Semi-Annual Report for January 1 to June 30, 2012
BACKGROUND: (CONT'D)
except for certain transactions that are exempt from the program. The goal of the SBE program is that
50 percent of each department's contracts and transactions that are included in the program (i.e. all transactions in
amounts under $100,000) will be awarded to certified small businesses that have previously registered with the
County.
In adopting the SBE Program, the Board directed the County Administrator to work with County departments to
implement the Program and referred the Program to the Internal Operations Committee (IOC) for continuing
policy oversight and development of recommendations for program changes, if warranted. For example, in 2006,
at the IOC's recommendation, the Board exempted certain limited categories of purchases and services for which
departments could not achieve SBE Program goals due to the specialized nature of the transactions and the limited
number of providers of those goods and services.
The IOC has provided policy oversight on the both Programs since their inception, including surveying County
departments on the implementation of the SBE and Outreach Programs and overseeing the progression to
electronic web-based outreach.
The Affirmative Action Officer has historically provided semi-annual status reports (twice annually) to the
Internal Operations Committee (IOC) on departmental contracting activity with SBEs. Following the retirement of
the County's long term Affirmative Action Officer in Spring 2011, the work responsibilities and critical functions
of the position were temporarily assigned to the Assistant Human Resources Director as the Interim Affirmative
Action Officer, with staff support from the County Administrator's Office. The County has recently retained the
services of its new Equal Employment Opportunity/Affirmative Action officer, Mr. Antoine Wilson, who will
assume oversight of the program.
On October 8, 2011 the IOC reviewed and accepted the attached report from the County Administrator's Office
through the Interim Affirmative Action Officer, and directed staff to forward the report to the full Board of
Supervisors for review and approval. The SBE Program Semi-Annual Report for the period January 1 to June 30,
2012 is therefore attached to this memorandum for review, consideration and approval by the Board of
Supervisors.
CONSEQUENCE OF NEGATIVE ACTION:
The Small Business Enterprise (SBE) Program Semi-Annual Report for the period January 1 to June 30, 2012
would not be accepted by the Board.
CHILDREN'S IMPACT STATEMENT:
none
ATTACHMENTS
SBE Program Semi-Annual report Jan-June 2012
County of Contra Costa
OFFICE OF THE COUNTY ADMINISTRATOR
MEMORANDUM
DATE: October 3, 2012
TO: Internal Operations Committee
Supervisor Karen Mitchoff, Chair
Supervisor Candace Andersen
FROM: Vicky Mead, Senior Management Analyst, CAO
THROUGH: Deborah Preston, Assistant Human Resources Director, and
Antoine Wilson, Equal Employment Opportunity Officer
SUBJECT: Small Business Enterprise & Outreach Program Semi-Annual Report
For the period January 1 through June 30, 2012
RECOMMENDATION:
ACCEPT this Semi-Annual SBE and Outreach Programs Report, reflecting
departmental program data for the period January 1 through June 30, 2012.
BACKGROUND:
Data has been collected from departmental “Small Business Enterprise” (SBE)
Liaisons for inclusion in the attached reports. Departmental liaisons are responsible for
compiling departmental data of two kinds: (1) the total number and dollar amount of all
transactions that are less than the program threshold1 (separated by type into personal
services, construction, and purchasing transactions) that the department has entered into,
amended, or renewed in the reporting period; and (2) identification of the number and
1 The percentage of contracts awarded to SBEs is calculated as a percentage of all contracts that fall within the
‘program threshold.’ During 2011, the threshold included all construction and services contracts less than $50,000,
and all purchasing transactions less than $25,000. For 2012 the threshold has been raised to $100,000. All contracts
awarded by the department that are under the threshold are evaluated for SBE participation rates.
SBE Program Report – Internal Operations Committee – October 3, 2012 (revised 11/24/12) Page 2
dollar amount of personal services, construction, and purchasing transactions that were
awarded to Small Business Enterprise (SBE) firms. In addition, outreach data for many
small departments and for commodities less than $10,000 is maintained and provided
through the Purchasing Division of the General Services Department reflecting outreach to
small, women, minority-owned, local, disadvantaged and/or other business enterprises.
By comparing the total number and total dollar amount of transactions that were
awarded to the different types of firms with (dividing by) the number and total amount of
contracts awarded that were under the $100,000 program threshold, the percent share
of all transactions (both number and dollar amounts) that have been awarded to SBE firms
has been quantified. 2
Transactions falling within the threshold are considered to reflect the optimal
opportunities for outreach to and economic participation by small, local, minority,
women’s, veterans, or disabled business enterprises. For the current reporting period the
threshold amounts have been: transactions of $100,000 or less for personal services and
purchasing transactions, and $100,000 or less for construction-related contracts.
In September 2012, the County retained a new Equal Employment Opportunity
Officer, Mr. Antoine Wilson, who will provide long-term oversight and direction for this
program. Mr. Wilson has reviewed this report but has not participated directly in its
preparation. Mr. Wilson has discussed with CAO and Human Resources the possibility of
conducting additional training in SBE requirements and procedures for SBE departmental
coordinators during 2012 or 2012, which will provide an opportunity also to receive
feedback and suggestions from the coordinators about potential program improvements.
This process is anticipated to introduce improvements and efficiencies in data collection
and reporting and to produce more reliable and useful data.
2 Departments maintain data on Local Business Enterprise (LBE), Minority Business Enterprise (MBE),
Women Business Enterprise (WBE), Disabled Veteran Business Enterprise (DVBE), and/or Disadvantaged
Business Enterprise (DBE) firms but the recent focus in reporting has been on the rates of participation of
local small businesses in the County’s contracting opportunities.
SBE Program Report – Internal Operations Committee – October 3, 2012 (revised 11/24/12) Page 3
Results for the Period January 1 to June 30, 2012
Business Enterprise Participation Rates
Tables 1-3 attached to this report present statistics showing the proportion of
contracting, purchasing, and construction services that were transacted through Small
Business Enterprises, taking as a base all transactions less than $100,000 in each category.
The data reflect that County Departments have made significant efforts to support the
County’s Small Business Enterprise (SBE) goals and Outreach Program target of achieving
50 percent participation by SBE firms among the transactions under the threshold.
The total activity County-wide in this period for all three categories together (i.e. the
sum of the data in the three separate tables) is as follows:
Type of contract Total contract awards
under threshold SBE awards Percent Share SBE
Amount No. Amount No. Amount No.
Personal Services 6,385,650 404 3,701,702 205 58% 51%
Purchasing 1,506,923 718 692,334 259 46% 36%
Construction 65,560 1 65,560 1 100% 100%
Grand Total 7,958,133 1,123 4,459,596 465 56% 41%
This table reflects the total reported contracting activity by the departments (for all
contracts within the SBE program threshold of “less than $100,000”) for the period January
1 to June 30, 2012, and the percent share of the total that was awarded to SBE firms, in
terms of dollar amounts, and percentage of the total, for each category.
Departmental Outreach
In addition to actual participation rates by the different business enterprises, the
departments track and report on outreach activities describing the extent to which
information about business opportunities has been distributed to small, local, minority,
women’s, veterans, or disabled business enterprises that were conducted by departments
in this period. Table 4 summarizes the data that was reported by departments concerning
outreach to the different types of business enterprises in the reporting period.
Purchasing Outreach
In addition to departmental outreach, the Purchasing Division of the General
SBE Program Report – Internal Operations Committee – October 3, 2012 (revised 11/24/12) Page 4
Services Department provides purchasing services and significant “electronic outreach” to
the different business enterprises. Table 5 presents the results of the Purchasing
Division’s “E-outreach” program to the different business enterprises in this period.
Highlights of these data include:
Small Business Enterprise Program
Professional/Personal Services (Table 1) - Approximately $3.7 million was
awarded to SBEs through personal or professional services contracts, representing
58 percent of total contract dollars for such services of approximately $6.4 million.
Ten departments reported that they met or exceeded the 50% SBE contracting goal
for this period for personal services contracts – an increase of three departments
that met the goal since the last reporting period.
Purchasing (Table 2) – A total of $692,334 was reported as awarded to SBE firms,
or 46 percent of all purchasing transactions under the threshold, which totaled
$1,506,923. Five departments reported that they exceeded the 50 percent
participation target for SBE firms, an increase of two over the three departments so
reporting in the last period.
Construction (Table 3) – Most departments did not report any construction
activity of less than $100,000 falling within SBE program thresholds.
Outreach Program (Tables 4, 5)
Tables 4 and 5 present the results of specific outreach activities directed to all of the
different types of business enterprises under the County’s Outreach Program.
The data reflect that:
Professional/Personal Service Contracts – As shown in Table 4, individual
departments together performed outreach or had contact with a total of 1,538 MBE,
WBE, SBE, LBE, and DBE firms in connection with contracting opportunities of
approximately $4.7 million for professional or personal services transactions.
Purchasing Activity –Individual departments together performed outreach or had
contact with a total of 190 MBE, WBE, SBE, LBE, and DBE firms in connection with
contracting opportunities of approximately $223,730 for purchasing transactions.
SBE Program Report – Internal Operations Committee – October 3, 2012 (revised 11/24/12) Page 5
Purchasing (E- Outreach) – As shown in Table 5, data provided by the Purchasing
Division of the General Services Department reflect that an estimated 11,754
different business enterprises were notified of County contracting opportunities
through the Purchasing Division’s “electronic outreach” program, including 7,394
SBE firms and 348 Local Business Enterprises (LBEs). The number of notifications
made to other types of enterprises were 1,508 to MBE, 1,150 to WBE, 522 to DVBE,
and 1,050 to DBE firms. In response to County opportunities, Table 5 also reflects
that a total of 1,174 business enterprises of the various kinds responded to County
contracting opportunities totaling approximately $10.2 million through this effort.
Amended and Renewed Contracts
County departments continue to monitor the number of amended and renewed contracts
in each SBE and Outreach Program reporting period. In prior periods, the County
Affirmative Action Officer has reviewed in detail the number of amended and renewed
contracts that fall within the SBE and Outreach Program thresholds and has encouraged
departments to perform outreach at least every three years for all such contracts that are
amended or renewed. Due to the retirement of the previous County Affirmative Action
Officer in March 2011, the level of this monitoring activity has declined. The County’s new
Affirmative Action/Equal Employment Opportunity Officer, Mr. Antoine Wilson, will begin
to collaborate with departments to strengthen SBE outreach as well as outreach to other
business enterprises, and to incorporate such outreach in amended and renewed contracts.
RECOMMENDATION(S):
CONSIDER and ACCEPT a semi-annual report of the County's Small Business Enterprise program, reflecting the
level of participation in County contracting opportunities for registered Small Business Enterprise (SBE) firms in
accordance with County policies, for the semi-annual reporting period January 1, 2012 through June 30, 2012, as
recommended by the County Equal Employment Opportunity Officer.
FISCAL IMPACT:
None.
BACKGROUND:
In August 1998, the Board of Supervisors adopted the Outreach Program to promote broad outreach to all businesses,
including minority business (MBE), women (WBE), disabled veteran (DVBE), small (SBE), local (LBE), and other
(OBE) business enterprises. In December 13, 1999 the Board approved the Small Business Enterprise (SBE)
Program for the purpose of providing small businesses a larger proportionate share of County business and
contracting opportunities. As a result of recent program amendments, the SBE Program currently applies to County
construction contracts, professional/personal services contracts, and purchasing contracts in amounts
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD
COMMITTEE
Action of Board On: 12/04/2012 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYES 5 NOES ____
ABSENT ____ ABSTAIN ____
RECUSE ____
Contact: Vicky Mead,
925-335-1907
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of
the Board of Supervisors on the date shown.
ATTESTED: December 4, 2012
David J. Twa, County Administrator and Clerk of the Board of Supervisors
By: June McHuen, Deputy
cc:
SD. 3
To:Board of Supervisors
From:David Twa, County Administrator
Date:December 4, 2012
Contra
Costa
County
Subject:Consideration of Small Business Enterprise Program Semi-Annual Report for January 1 to June 30, 2012
BACKGROUND: (CONT'D)
of $100,000 or less, except for certain transactions that are exempt from the program. The goal of the SBE program
is that
50 percent of each department's contracts and transactions that are included in the program (i.e. all transactions in
amounts under $100,000) will be awarded to certified small businesses that have previously registered with the
County.
In adopting the SBE Program, the Board directed the County Administrator to work with County departments to
implement the Program and referred the Program to the Internal Operations Committee (IOC) for continuing policy
oversight and development of recommendations for program changes, if warranted. For example, in 2006, at the
IOC's recommendation, the Board exempted certain limited categories of purchases and services for which
departments could not achieve SBE Program goals due to the specialized nature of the transactions and the limited
number of providers of those goods and services.
The IOC has provided policy oversight on the both Programs since their inception, including surveying County
departments on the implementation of the SBE and Outreach Programs and overseeing the progression to electronic
web-based outreach.
The Affirmative Action Officer has historically provided semi-annual status reports (twice annually) to the Internal
Operations Committee (IOC) on departmental contracting activity with SBEs. Following the retirement of the
County's long term Affirmative Action Officer in Spring 2011, the work responsibilities and critical functions of the
position were temporarily assigned to the Assistant Human Resources Director as the Interim Affirmative Action
Officer, with staff support from the County Administrator's Office. The County has recently retained the services of
its new Equal Employment Opportunity/Affirmative Action officer, Mr. Antoine Wilson, who will assume oversight
of the program.
On October 8, 2011 the IOC reviewed and accepted the attached report from the County Administrator's Office
through the Interim Affirmative Action Officer, and directed staff to forward the report to the full Board of
Supervisors for review and approval. The SBE Program Semi-Annual Report for the period January 1 to June 30,
2012 is therefore attached to this memorandum for review, consideration and approval by the Board of Supervisors.
CONSEQUENCE OF NEGATIVE ACTION:
The Small Business Enterprise (SBE) Program Semi-Annual Report for the period January 1 to June 30, 2012 would
not be accepted by the Board.
CHILDREN'S IMPACT STATEMENT:
none